Administrative Coordinator - Edmonton, Canada - Black Canadian Women in Action (BCW)

Description

Administrative Coordinator

• Provides general administrative support;
• Performs records management functions;
• Contributes to program and operational analysis; and
• Provides general support to staff in the BCW's programs

Accountabilities
Contributes to the promotion of BCW program

• Provides input to the management team during the preparation of strategic and operational plans
• Applies administrative expertise to support the maintenance of existing, and the development of new partnerships, to secure and increase funding
• Provides administrative input respecting the management and refinement of processes for the grant to support successful implementation of BCW's mandate

Develops relationships

• Builds and maintains effective working relationships with members and other representatives essential to providing administrative services for BCW.

Provides administrative support services

• Investigates issues and makes recommendations to the ED respecting BCW's administrative and operational policies and procedures;
• Provides administrative services for issues related to the acquisition, maintenance and upgrading of facilities, information technology, telecommunications, furniture, equipment, emergency preparedness supplies and equipment and office security;
• Monitors office supplies, forecasts future needs and makes purchases as needed;
• Assists in the evaluation of staff needs and the identification of solutions related to systems requirements, upgrades to hardware and software, and training;
• Liaises with systems service providers to resolve issues
• Provides advice and guidance on new and existing administrative policies/procedures
• Takes a leading role in the recruitment process through managing job postings, corresponding with applicants, maintaining applicant records, scheduling interviews, and other tasks as requested by the hiring committee;
• Assists in onboarding new employees by providing orientation to administrative processes, training on health & safety protocols, and conducts follow ups on the individual experiences of the hiring and onboarding processes;
• Assumes responsibility for all health and safety plans, policies, documents and protocols, including making recommendations to management regarding changes or improvements;
• Assists with business continuity and disaster recovery planning; and
• Maintains office forms and templates and provides advice on their use

Provides Accounting Support

• Performs routine accounts payable functions such as credit card reconciliations, cheque preparation and accounts payable processing
• Assist with issuing credit card or cheque payments as needed, compile data, compute fees and charges, and prepare invoices for billing purposes.
• Monitor invoices for discrepancies, refunds, returns and miscellaneous charges.
• Maintain an organized filling system and assist with assembling financial records for funder's reporting
• Keep financial records and establish, maintain and balance various accounts using manual and organized bookkeeping methods
• Create and pay invoices, review and reconcile account payables, account receivables, and vendor statements
• Ensure accuracy with outreach forms, prepare and assist with HR duties such as payroll information and coordinate with BCW accountant to ensure the accuracy of employee timesheet
• Reconcile and manage payment transactions of multiple bank accounts, credit cards, and cash transactions
• Display a high level of integrity and discretion when managing confidential information and investigate variances in various revenue and expense accounts
• Support and adhere to financial policies and procedures of the funders and to maintain appropriate stewardship of BCW resources
• Strong understanding of accounting terminology and procedures with the ability to effectively communicate

Provides records management services

• Establishes and maintains the BCW's electronic and paper records management system;
• Tracks and maintains organization record keeping BCW to ensure formal _Society _
• Act _reporting and administration matters are uptodate;
• Maintains up to date record of Board of Directors history, terms of appointment and retirement dates as well as any of their administrative details; and
• Coordinates information flow on issues and responses including following up to locate and assemble background materials.

Contributes to program and operational analysis

• As assigned, assists program and staff with projects involving research, analysis and problem solving;
• Conducts reviews, analyses, and summarization of documents for BCW
• Provides support for the annual renewal of all general business insurance requirements, including detailed review and analysis of any policy and premium changes;
• Suggests and implements changes to the meeting planning process to provide further organization and efficiencies with the meeting and committee planning process;
• Prepares documentation, corresponde